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Teams - Choose and Configure a Teams Event Tutorial

Choose and configure a teams event: start by selecting the right experience for your audience and interaction level, then compare scenarios 40 to 10,000 participants. Learn to distinguish meetings from events, decide on capacity, registration, interactions, and optimization, and create a simple scoping sheet outlining purpose, capacity, interactions, and access before setting up a Teams event.

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Available in Microsoft365

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you need to choose an experience that is appropriate for your purpose,

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audience,

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and expected level of interaction.

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In this tutorial you'll recognize the possibilities available,

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understand their effects,

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apply them to a situation,

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compare multiple scenarios,

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evaluate your choice,

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and then create a simple scoping sheet.

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Let's start by remembering the central principle of the new team's experience.

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You can start from zero or use a webinar or assembly template.

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These models mainly offer an initial configuration.

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The deciding choice now is capacity,

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registration,

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interactions,

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and optimization for a large audience.

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Also remember the difference between a meeting and an event.

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A meeting is suitable for a collaborative exchange

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in which participants need to talk,

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turn on their camera,

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share content,

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and work together.

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An event is suitable for more structured communication

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prepared by organizers and presenters

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to collaborate freely,

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choose a meeting

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to present,

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train,

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or broadcast to a registered or large audience.

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Choose an event

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to size an event,

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memorize 4 markers.

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For up to 1000 participants,

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it can remain fully interactive with microphone,

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camera,

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conversation,

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reaction,

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raised hand,

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poll and cue and a

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up to 3000 participants,

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the microphone and audience camera are no longer freely available,

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but several interactions can still be accessible

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for up to 10,000 participants.

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The standard experience becomes primarily a read-only broadcast with Q&A.

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Finally,

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an additional license can increase the capacity to 100,000 participants.

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To understand this progression,

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imagine a cursor between interaction and broadcast.

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As the audience grows,

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Teams limits functions that are difficult to master at scale.

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The optimize for a large audience option drives this balance.

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Up to 1000 attendees,

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it's off by default,

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but you can turn it on.

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Beyond 1000 participants,

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it becomes mandatory

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when it is active,

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the audience can no longer freely use their microphone or camera

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and receives a more supervised broadcast.

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Let us apply this logic.

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Ask yourself five questions.

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Do you wanna collaborate,

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train,

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present,

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or disseminate?

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How many people could connect?

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Should they speak and appear on the screen or just react and ask questions?

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Is registration necessary?

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Finally,

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do you need to precisely control who and what content is visible?

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Your answers determine the configuration even before choosing a model.

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Let's analyze 3 situations

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for a workshop for 40 people where everyone has to participate,

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choose a meeting.

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For a demo for 500 customers,

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including registration,

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polling,

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and speaking,

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choose an event limited to 1000 attendees

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with no optimization for a large audience.

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For up to 5000

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with Q and A and delivery control,

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choose an event that's optimized for a large audience.

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Certain limits should also guide your analysis.

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The microphone and audience camera are available for up to 1000 participants.

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Registration,

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conversations,

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reactions,

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raised hands,

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and polls

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are supported for up to 20,000 participants.

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Q and A can accompany an event for up to 100,000 attendees.

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However,

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the capabilities offered depend on your organization's licenses and policies.

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Now evaluate your choice,

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plan for more capacity than the expected number of connections.

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Enable only interactions that are truly useful.

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Make sure that your team will be able to moderate them

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and that your environment allows the chosen configuration.

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Finally,

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create a one sentence scoping sheet

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indicating the purpose,

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capacity,

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interactions,

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and access.

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For example,

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I prepare an external training for 600 people with registration,

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survey,

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Q and A,

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microphone and camera.

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So I choose an event limited to 1000 participants

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without optimization for a large audience.

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This sentence will guide you through set up.

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You can now distinguish a meeting from an event,

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explain the effect of capacity,

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apply key thresholds,

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analyze a scenario,

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evaluate your decision,

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and create a suitable configuration.

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In the next tutorial,

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we'll use a scoping sheet to actually set up a team's event.

Mandarine AI: WHAT YOU SHOULD KNOW

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